General Services Division

State Identification and Building Access Cards

Introduction

It is the policy of the Department of Administration to provide picture identification cards to all personnel who receive compensation from the State of Montana in the form of wages or travel expense reimbursement and electronic building access cards to employees who are located in the Helena area. The Facilities Management Bureau, General Services Division, Department of Administation, is reponsible for providing these cards. The cards are issued to provide proper access and identification for such employees while conducting State business.

Information

Identification cards provide a name, picture, agency and division employed by, and employee number on a plastic card.

Electronic building access cards are the same as an identification card, except the identification information is on a electronic key card.

Procedure

Agencies must provide the Facilities Management Bureau with an authorized signature list of staff members given authority to request and assign levels of access to their building(s). This form needs to have the authorized signature of the Director or a designee of the Director.

Form: Building Access Card Authorized Signatures

Individuals requesting an identification or electronic building access card must fill out a State of Montana ID authorization form with pertinent information and have the form signed by an authorized official within their agency.

Form: ID/Access Card Authorization

There is no cost to an agency for the issuance of the first access card if the agency resides in a facility managed by the Department of Administration. The replacement cost for lost access cards is $6.00. All identification cards cost $6.00. The card fees are charged monthly to the agency for which the cards were issued.

Employees in the Helena area can have their pictures taken and cards processed at the Old Livestock Building, 1310 East Lockey (southeast of the Capitol building), second floor. Since the second floor is not handicapped accessible, individuals needing accommodations should call the Facilities Management Bureau. Individuals that live out of the Helena area but wish to acquire an identification card can do so by filling out the authorization (ID/Access card) form and sending in a snapshot or a digital photo in "jpg" format saved on disc. Contact the Facilities Management Bureau for instructions on sending ID/Access card information electronically via e-mail.

Other

An agency that wishes to design its own identification card, and intends to use the identification system at the Facilities Management Bureau, must contact the Bureau to discuss designing formats prior to having identification cards processed.

Lost or stolen cards should be reported immediately to the Facilities Management Bureau. The Bureau will inactivate any lost or stolen cards immediately upon notification.

For employees leaving state government, it is the responsibility of the terminating agency to collect all cards and notify the Facilities Management Bureau of these terminations.

Contact the Facilities Management Bureau

Updated: 07/07